Personal tools
You are here: Home About Us Meeting Minutes 2011-2012
Document Actions

2011-2012


Archives of the

DAVIS SCHOOLS ORCHESTRA MUSIC ASSOCIATION MEETING MINUTES



Index



Jun 11 Jul 11 Aug 11 Sep 11 Oct 11 Nov 11 Dec 11




Jan 12 Feb 12 Mar 12 Apr 12 May 12





 

***************************************
DSOMA Board Meeting
Monday, June 20, 2011

Russ Hobby’s house (1232 Pollock, Davis CA)

Introduction

Hiram called the meeting to order at 7:40, distributed DSOMA mugs as gifts, and led introductions.

Minutes

The minutes from the April 11 and May 16 meetings were reviewed. Two corrections were approved to the May 16 meeting minutes: In the Treasurer’s report, “Angelo” was replaced with “Greg” as the initiator of the attempt to establish a Gumball account PO at Watermelon Music and “from Stay Bridge Suites” was struck from the last line; the check in question was apparently not a donation but a returned check for services not rendered.

Calendar review/announcements

Hiram distributed a calendar of DSOMA meeting dates for 2011-12; the following dates were approved, all Mondays: 7/18/11, 8/15/11, 9/19/11, 10/17/11, 11/14/11, 12/12/11, 1/16/12, 2/20/12, 3/19/12, 4/16/12, 5/21/12, 6/18/12.

The school board has announced that the parcel tax renewal (Measure W) is set for March 2012. Measure W supports the elementary music program. The hope is that the state revenues will increase in the future, making it unnecessary to renew Measures W, Q and A into perpetuity.

Board officers/members for 2011-12

One new board member and two new DSOMA officers for 2011-12 were proposed (Amy motioned, Jean seconded) and unanimously approved: Mary McNally (new board member), Marian Bilheimer (will assume DSOMA presidency), Kim Schmidt (will assume DSOMA vice presidency).

Director’s Report  Greg

The Final concerts went well. A new group of 7th and 8th grade parents at Emerson/Harper emerged as willing volunteers. Emerson/Harper dates for 2011-12 include: Winter Concert on Monday, December 5 (at IPAB), with weekend rehearsals on Dec. 3 and Nov. 6, as well as a trip to the Taiko drummers matinee at the Mondavi on Oct. 6. Jean asked about the field trip to San Francisco in December, and Greg said he will try to accommodate this trip or look for a replacement later in the year. Greg expressed the wish to keep field trip costs down because families are already paying parcel taxes to support the music program. Greg informed Russ that his dates will be ready for the listserv and website in August.

Greg wants two sheet music libraries, one for Emerson/Harper and one for Holmes and DHS. In the future, he sees a need for a sheet music library at each school site. Russ proposed a digital music archive which both directors would access, eliminating the possibility of unnecessary duplication of music purchases. This item was left for the directors to figure out.

Greg proposed to conduct an instrument inventory over the summer, and proposed that instruments be returned at the end of every school year to the school they belong to. Jean and Amy suggested that instruments stay at the schools where it is anticipated they will be needed in the following year, as determined by registration information for continuing students. The consensus was that an inventory should be done as soon as possible so that any known gaps can be filled with timely instrument purchases over the summer, making it possible for all students to start the year with an instrument. Amy and Jean noted that the new instrument purchases made during 2010-11 were not added to the master instrument list. New instruments need to be numbered. The conclusion of the discussion was that Hiram will request the Holmes & DHS instrument inventories from Angelo and give them to Greg, who will work with a parent to complete the district-wide string instrument inventory and let Jean know by mid-July what new purchases may be necessary. Hiram said that Catherine Willefert was willing to continue helping with inventory. Other volunteers will be recruited as needed.

Greg raised the issue of representation on the board, proposing that DSOMA board membership be restricted such that each school must have at least one parent on the board and no junior high may have more than three. At present, DHS has 6, Holmes has 3, Harper has 1, and Emerson has no parents on the DSOMA board. Various board members expressed the view that board members represent all students, that junior highs have similar needs, and that the junior highs are not being treated differently, with which Greg agreed. The general consensus was that it would be nice if an Emerson parent could step up to fill the vacant position. Lani pointed out that the number of seats on the board is not mandated at 11 people. Amy observed that the fewer board members, the more work for each, making it desirable to have a full complement of board members. Amy proposed, to general agreement, that the currently vacant seat be left unfilled until the beginning of the school year, when Greg could resume recruitment activities at Emerson, and that if it remained unfilled at that point, it should be filled by a willing volunteer from another school. There was no consensus to change the DSOMA bylaws.

 CD/DVD updates

Rosanne distributed CD/DVDs from the Holmes final concert to those present who had ordered them and announced that the rest would be given to Watermelon Music for distribution. Greg has already distributed the Emerson/Harper concert CDs and DVDs to his students. Hiram asked Rosanne to send an email to the listserv letting everyone know that we will continue this process. Debbie also mentioned that there may still be a need to identify families that did not pick up their orders by the end of the summer so DSOMA can contact them at the beginning of the school year and ensure they receive their paid copy.

Annual report for 2011-12

The annual report is not yet finished. Hiram will complete and provide this report at the July DSOMA meeting. Hiram circulated a DSOMA contact sheet, for internal use, which individuals checked for accuracy.

Jane’s Announcements

Jane presented an update on the DHS field trip to Seattle, scheduled for April 12-15, 2012. A survey, organized by Joe Grafton, of all high school families was returned by 2/3 of families; of those, 80% were in favor of the trip. A follow up survey will be conducted at the beginning of the school year to confirm that there is enough participation to make the trip viable. A refundable deposit of $750 has been made to secure the best price for the music festival. $125 was spent on flyers with color. The next task is fundraising. The trip will cost approximately $800 per student, to be offset by DSOMA funds and further fundraising. Suggested activities include a start-of-the-year fundraising barbecue. Peet’s Coffee has requested that string ensembles play at their locations, which could also be a fundraising opportunity. Hiram asked Jane and the committee of 6 volunteers which is working on the field trip to coordinate with Jean, who needs to be aware of all expenditures related to the trip and the board’s approval. Jean wants an approximate budget by the end of September.

Jane’s calendar project (an academic or school year calendar with photos of students in the music program) is on hold until others step up to help with it. Kim volunteered. Jane will also meet with Katie Horn (band program) and Sharon Grafton (DHS field trip fundraising volunteer). The idea is to solicit photos from orchestra program parents, and may seek downtown Davis business sponsors, with the goal of selling the calendar as a fundraising activity. The calendar will include pre-printed dates of orchestra activities, making it especially desirable. Shutterfly and Vista Print were suggested as possible resources.

Jane announced that the end-of-the-year Holmes orchestra pool party was a big success and proposed having a program-wide party at the end of 2011-12. A party for all seven orchestras would cost $600 ($200 per hour for up to 350 kids). Jane said she would be asking DSOMA to budget for this. Several enthusiastic supporting comments were made; there was no dissent. The item was not voted on.

Budget for 2011-12

Jean distributed a handout outlining the current assets and budget for 2011-12. DSOMA currently controls $142K, of which $34K is Save Our Music funds, which are controlled by DSOMA but are to be used for all of the music programs (band, chorus, and orchestra). In 2011-12, DSOMA received significant donations from families and individual donors such as Target, Peet’s, Elizabeth Hunt (for the harpsichord). Other smaller amounts were donated as well. Once earmarked funds (SOM, harpsichord fund, Chang scholarship money etc.) are set aside, $98K remains in unrestricted funds. In 2010-11, DSOMA successfully spent down $31-32K of its funds by underwriting field trips, t-shirts and instruments. Jean proposes that DSOMA do the same in 2011-12. Greg affirmed the benefits to orchestra families of underwriting these costs. For the benefit of new members, Hiram reviewed the district fundraising policies: the music programs do not and cannot charge obligatory fees. Rather, all monies collected are voluntary donations to DSOMA as an organization. Individual student participation in activities is not tied to the ability to contribute. 

Jean’s goal is to spend the reserves down to approximately $50K, over the next few years. Jenny observed that if Measure W does not pass in 2012, DSOMA might need its reserves to help cover teacher’s salaries, and recommended against spending down reserves just for the sake of doing so.

Mary asked whether the DSOMA assets are invested; Jean said no, that investment would be an onerous task and not worth it given low current interest rates. However, this issue could be tracked in the future.

Jean asked for a wish list from directors and field trip organizers so that she could plan the budget for 2011-12. Jean indicated that as the programs grow, expenditures are getting harder to manage. She proposed creating a PO at Watermelon Music, and possibly other frequently used vendors, for each director, so that she would not have micromanage individual purchases such as toner cartridges, strings, etc. Jean also proposed that a budget committee be formed to make recommendations for overall budgetary strategy. Jean said that a DSOMA credit card is necessary for some of DSOMA’s business (Quickbooks, website, etc.).  Amy currently holds the credit card. Amy moved, and it was unanimously approved, that a credit card connected to the DSOMA account at 1st Northern Bank be issued in Jean’s name.

Greg expressed the wish for a new podium and chair at Emerson and Harper, as well as money for sheet music. He advocated using Office Max as a more economical way (compared to the district service) of printing concert programs.

Volunteer assignments

Hiram distributed Jane’s handbook of DSOMA tasks and proposed that jobs be distributed to volunteers at the next board meeting, when Marian will be assuming her duties as president. Jean and Carol R. observed that the junior high treasurer position would best be filled with a junior high parent as Carol’s daughter is moving on to the high school. Rosanne expressed a willingness to do it if nobody else volunteers.

The meeting was adjourned at 9:40 PM.

Next meeting:

Date: Monday, July 18, 2011

Time: 7:30 P.M.

Place: Davis Senior High School

In attendance:

Board members

Hiram Jackson, President

Amy Abramson, Director-at-large

Jane Pinckney, JHS Fieldtrip Coordinator

Jean Kridl, DSOMA Treasurer

Rosanne Bernardy, CD/DVD

Debbie Finley, Fieldtrips/Concerts

Lani Fulcher, Director-at-large

Russ Hobby, Web/Listserv

Directors

Greg Brucker 

Orchestra volunteers

Lisa Best

Jenny Decker

Sharon Inkelas

Mary McNally

Lynn O’Leary

Carol Rexroth

Brooke Saito

Kim Schmidt

 

DSOMA Board Meeting

Monday, July 18, 2011

IPAB, Davis Senior High, Davis, CA

Welcome and Introductions

Chairing her first meeting as DSOMA President, Marian welcomed everyone. Introductions were not deemed  necessary.

Minutes

Carol M. was absent from the June DSOMA meeting and minutes were supplied by both Sharon Inkelas and Kim Schmidt. These two sets of minutes from the previous meeting on Monday, June 20, 2011 were presented for review. Carol will combine the minutes with revisions provided by Jean, and present them again at the August meeting. Minutes from both June and July will also be provided by email for review. Approved minutes will be forwarded  for online posting. 

The next DSOMA meeting is scheduled for Monday, August 15, 2011. Kim will chair that meeting. Angelo emailed district staff (K. Peters) regarding verification of the remaining meeting dates.

Year-end Report

Hiram distributed revised copies of the final DSOMA Year-end Report for 2010-2011. Within this report Hiram had compiled summary information about DSOMA board members and volunteers, finances, program enrollment, outreach and concerts, the  Chang scholarship program, fieldtrips, awards and honors, and notable changes. Jean moved to accept the report with one small change in wording, Rosanne seconded, and the motion was approved.

Discussion also led to agreements that Hiram will contact district staff regarding Chang program students and continue to act as a liaison with the Chang family. Hiram will contact Russ concerning the posting of this document as well as last year’s report online under a separate tab on the DSOMA web page. Marian will need to complete an annual statement or form for DJUSD as part of the expectations of DSOMA remaining a School-Connected Organization.

Calendar/Review Announcements

Marian stated the goal of creating and utilizing an overall DSOMA calendar that is populated with events from all other pertinent calendars, such as the school site events listed on director calendars, DSOMA meetings, etc. Upcoming dates include the next DSOMA meeting on August 15th, school starting on August 23rd, and the elementary music information meetings on September 6th through 8th. Jean, Hiram, Marian and Carol will coordinate and attend these afternoon and evening meetings to provide DSOMA flyers and perform outreach. Marian will support Kim in her lead person position regarding DSOMA Back-to-School forms. Angelo sent emails to both Amy and Hiram requesting the templates of documents used last year. Carol will contact Amy about copying details so that she can copy all DSOMA forms on August 19th and then collate and assemble them. Greg will place his dates on the DSOMA calendar.

Subcommittees

Marian presented the expectation that a brief summary containing just a few sentences should be provided by subcommittee chairs for each meeting. Ideally, this information can be sent to Marian via email or shared during the meeting. The following subcommittee positions (lead volunteers) were clarified:

a. Executive: Marian, Kim, Carol M.

b. Treasurers: Jean, Deena, Carol R., Mary McNally

c. School Donation Packet Coordinator: Kim

d. Field trips: Jane (HS), Sharon (Holmes), Jennifer (Emerson), Shelly/Bubbly (Harper)

e. Concerts: Lani (HS), Marian (Holmes), Emerson (Kim), Harper (Bubbly)

f. Outreach Concerts: same as field trips

g. Elementary Strings Workshops: Lani, unfilled

h. Instrument Coordination: Catherine, unfilled (Directors agreed to finalize instrument lists and give to Russ. Instrument data can be input into Excel or Google spreadsheet.)

i. Grant Writing: Carol M. (She will connect with Amy and Debbie for templates and other information.)

j. Programs: Sharon Inkelas, Andrea Johnston

k. T-shirts: Diego Yankelevich

l. Publicity: unfilled

m. Website Coordinator: Jason Lin (Angelo will discuss web design and assistance for Jason with another Holmes parent volunteer as well.)

n. Chang Program Coordinator: Alyssa Meyer (Lani will discuss needs with her.)

o. Scrip Coordinator: Brooke Saito (Marian will verify this with her.)

p. Recordings, DVD/CDs: Rosanne

Lani moved that DSOMA rent a 1/4 double bass and 1/2 cello on behalf of Chang students, Marian seconded, and the motion was approved. Lani will coordinate with Jean so that these instruments can be rented via Watermelon Music.

Back-to-School Fall Fundraiser

Jane presented a field trip update. She is working with a group of volunteers (Sharon and Joe Grafton, Sharon Inkelas, Quizhi Gong, Kim Schmidt) and Angelo to develop the high school field trip for the approaching year. To insure the success of the planned Seattle trip, fundraising will be needed. She is requesting 15 minutes at the next DSOMA meeting in August to outline fundraising events for the school year. She began a discussion involving a Back-to-School dinner event for mid-September that would incorporate food, fundraising and a silent auction. Proceeds from this would benefit the high school orchestra program. Concerns about DSOMA’s role, social versus fundraising events, clarification of the intent to fundraise, the importance of giving back to the community, and impacted fall family schedules were discussed. Planning will continue with the recognition for careful wording about the intent of any events and fundraising. 

Treasurer’s Report

Jean reviewed budget information. She is developing a projected budget based upon last year’s figures. She reviewed income sources as well as expenses. With $93,300 in incoming funds and $121,800 in costs, DSOMA was able to meet the goal of spending down reserves to the amount of $28,500 for 2010-2011. Jean asked for and received consensual approval to spend down approximately $30,000 to $35,000 in reserve funds for the 2011-2012 budget. $20,000 will be allocated to high school and junior high school field trips. Jean has contacted the elementary strings teachers to inquire about needs. There are questions regarding site music libraries and potential cost increases for Wennberg. Additional funding and volunteer leadership to be mentored with Lani will be needed for additional elementary strings workshops. Jean will seek input and continue to develop this budget, and present it with revisions for additional discussion at the next meeting on August 15th.

Directors’ Reports

No reports were given.

The meeting was adjourned at 10:10 P.M.

Next Meeting:

Date: Monday, August 15, 2011

Time: 7:30 P.M.

Place: Davis Senior High, Davis, CA

In attendance:

Board Members

Marian Bilheimer, President

Kim Schmidt, Vice-President

Jean Kridl, DSOMA Treasurer

Rosanne Bernardy, CD/DVD

Lani Fulcher, Director-at-Large

Jane Pinckney, JHS Fieldtrip Coordinator

Carol Mathisen, Secretary

Orchestra Directors

Angelo Moreno

Greg Brucker

Orchestra Volunteers

Carol Rexroth, JH Treasurer

Diego Yankelevich

 

DSOMA Board Meeting

Monday, August 15, 2011

IPAB, Davis Senior High, Davis, CA

Welcome and Introductions

Vice-President Kim Schmidt called the meeting to order at 7:40 P.M. and welcomed everyone to the August DSOMA gathering.

Minutes

After reviewing the combined minutes for June as well as the July minutes, Jean moved to accept both sets of minutes. Jenny seconded the motion but it was tabled until a quorum was available. After Lani reviewed and suggested changes, the minutes were approved as amended. Both the June and July minutes will be forwarded for posting.

Calendar/Review Announcements

Upcoming events were discussed, including the elementary strings meetings for beginning students, DSOMA meeting dates for September and October, and area concert events.

Back to School Fundraisers

Jane gave an update on the planned Seattle fieldtrip.  Jane requested that the subcommittee reports be revised to reflect her area of participation. An information dinner has been scheduled for Saturday, September 17th at Holmes Junior High School. A first payment of $25 per student is due bu October 15th. Jane discussed funding from many possible sources: calendar sales, monthly restaurant dinners, tamale sales, Rotary quartet rental, See’s Candy sales, candy grams, wine tasting and auction event, on-campus sales, Farmer’s Market and a possible gold tournament. The dinner pricing was established to attract everyone and make it an accessible event. Greg reminded everyone of the importance of being aware of the need to address the parcel tax within the Davis community. In response to questions from Lani, Jane said she would keep track of the amount of time expended on these fundraisers along with the actual cost. Kim felt that fundraising in the future may become difficult so it was good to build this up now. Jean reminded everyone that DSOMA is not to fundraise for specific students. Angelo is currently researching his ASB account for fundraising parameters on campus. Jane will return to the DSOMA meeting again to report. Jean also asked for stricter accounting at events, with two people counting together and utilizing a tally form to tighten up procedures.

Subcommittees

a. Executive: Jean Kridl will be added to Executive Board.

b. Treasurers: As previously agreed upon, the proposed 2011-2012 budget will purposely spend down funds and will “lose” a projected $34,587. This budget includes several necessary elements, such as a $5,000 Chang donation and a $1,750 Tandem Grant administered through the high school. Most items were based upon last year’s budget. Fundraising events will generate money that will be combined with underwritten portions for fieldtrips. DSOMA will continue to assume the cost of T-shirts for incoming students. The outreach concerts and elementary workshop costs will increase this year. Jean included the cost of elementary instrument purchases, with a request for bows and a very small double bass. Funding has been allocated for some honors orchestra scholarships. Greg is sending email inquiries regarding the Gumball grant. Jean has a $1 placeholder until additional information is received. Angelo will revisit his need for high school scores by January, especially in light of the Baroque ensemble needs. Mary moved to accept the proposed budget, Jean seconded, and the motion to accept the 2011-2012 DSOMA budget was approved with no abstentions.

c. School Donation Packet Coordinator: Files should be downloaded as “word documents” for editing and layout purposes. Greg asked for another recheck before printing, and expressed his concerns over the utilization of Google Docs and aspects of the process of generating the forms.

d. Field trips: Mary will oversee money donations at the junior high level and Carol R. and Deana will work together on the high school accounts. Checks should remain attached with returned forms. Kim will initiate an email that includes relevant volunteers and outlines procedures for processing checks and forms.

e. Concerts: 

f. Outreach Concerts: 

g. Elementary Strings Workshops: Lani reported that she is in discussions with key people and is comfortable with the progress. Dates are not set at this time.

h. Instrument Coordination: Jenny will assemble data and continue to work on an MOU. Angelo will update and facilitate inventory and enrollment information. Jean emphasized the necessity of making sure that all student needs are met but without leaving any instruments sitting unused on the shelves.

i. Grant Writing: Jean gave file information to Carol from Amy.

j. Programs: Jean needs additional time to pull out donor names.

k. T-shirts: Diego Yankelevich

l. Publicity: 

m. Website Coordinator: Greg and Russ will coordinate with Jason to ensure that the web site is functional for students and families as they access information and fulfill class assignments.

n. Chang Program Coordinator: Alyssa Meyer (Lani will discuss needs with her.)

o. Scrip Coordinator: Brooke discussed the process, including remembering to type in the word Davis.  She can put additional helpful information and reminders on the website. Safeway scrip requires yearly registration. 

p. Recordings/DVD:

q. Chang: some issues were discussed, such as communication without emails, phone calls, rolling enrollments and language concerns. Deadlines were discussed. Both Kim and Lani explore ways to improve this situation.

Directors’ Reports

Angelo said he will provide an update at the next meeting. Greg has met with his Emerson/Harper committee.

The meeting was adjourned at 9:55 P.M.

Next Meeting:

Date: Monday, September 19, 2011

Time: 7:30 P.M.

Place: Davis Senior High, Davis, CA

In attendance:

Board Members

Kim Schmidt, Vice-President

Jean Kridl, DSOMA Treasurer

Rosanne Bernardy, CD/DVD

Lani Fulcher, Director-at-Large

Carol Mathisen, Secretary

Mary McNally, JHS Treasurer

Jenny Decker, Director-at-Large

Orchestra Directors

Angelo Moreno

Greg Brucker

Orchestra Volunteers

Jane Pinckney, High School Fieldtrip 

Carol Rexroth, JH Treasurer

Diego Yankelevich

Koling Chang

Brooke Saito

 

DSOMA Board Meeting

Monday, September 19, 2011
IPAB, Davis Senior High, Davis, CA

Welcome and Introductions

President Marian Bilheimer called the meeting to order at 7:30 P.M.

August Minutes

After reviewing the minutes from the DSOMA meeting on August 15, 2011, Marian moved to accept the minutes, and Pablo seconded her motion. The minutes were approved as amended and will be forwarded for posting online. The minutes from tonight’s September DSOMA meeting will be forwarded online for review and presented for approval at the October meeting.

Calendar/Review Announcements

The DSOMA calendar was viewed and discussed. Marian suggested referring to it for upcoming events, and Brucker explained the sidebar option for another look at calendar items. Following general introductions, questions involving how to set up and utilize Google Docs were addressed. Greg also suggested that DSOMA send out the meeting agenda as early as one week prior to the scheduled monthly meeting.

Subcommittees

a.       Executive: no report

b.      Treasurers: Deena presented the DSOMA treasurer on behalf of Jean. She also explained that some funds will be reported under the following year’s budget if they come in after the 2010-2011 year. Deena also reported that most of the high school forms have been returned. Mary explained that the junior high school fundraising dollars have come in, with amounts meeting the targeted goal at Holmes and exceeding expected targets at both Emerson and Harper Junior High.

c.       T-shirts: Order forms have been returned. Rosanne will share her template with Diego to compile ordering data. Angelo asked Deena to cross-reference her orders with his orchestra rosters to verify orders and to see if anyone had failed to process their order form. Angelo reminded Diego to include his director’s T-shirts in the order. Greg has declined the need for a new director T-shirt. Diego will order the DHS and Holmes shirts. Holmes students will need their shirts by their fieldtrip on Friday, October 14th. Rosanne will place the order for both Harper and Emerson.

d.      Fundraising: Greg has booked carrousel dates for March 28, 2012 and May 5, 2012. Angelo shared the details on the upcoming dinner for the Seattle trip at Holmes JHS on Saturday, September 24th. Taqueria Guadalahara is providing dinner for an agreed upon $4 per person. Dinner will be $10 per adult and $5 per child. In addition to an informational presentation on this year’s planned high school trip, there will also be a silent auction, raffle, student quartets and handmade desserts.

e.      Field trips: Cultive is donating all 100 complimentary yogurts for the upcoming Holmes JHS fieldtrip to the Sacramento Philharmonic performance. Greg reminded fieldtrip coordinators to seek bus contract approval by the appropriate district staff well in advance of any scheduled trips. Greg is currently working towards securing UCD Symphony concert tickets and is pleased with earlier performances on Sundays. He is also planning a trip to San Francisco to see the symphony perform with Pinchas Zuckerman. With approximately 19 adults and 144 students, this event will cost an estimated $8,000. Greg is considering plans in the spring that include events at Golden Empire in Sacramento and Music in the Parks.

f.        Concerts: no report

g.       Advocacy: There was an increased number of beginning elementary students at this year’s meetings, and more instrumental needs were expressed as well. Jenny asked for an improved system to facilitate instrument needs and music book loans, and asked for clarification that extra or unused instruments at the secondary level are being pushed down for usage by elementary musicians. Some Chang instruments are currently being repaired. Jenny will make additional repair notes to add to the inventory spreadsheets. Angelo voiced explicit concerns: How many students did not receive an instrument? How many students were turned away from the program because they could not access an instrument? Jenny explained that DSOMA can get data that reflects numbers but does not include specific names of students. Angelo specifically requested that DSOMA draft a formal request in an email that would set up a conversation with key district staff to inquire about what the district is currently doing to insure instrument availability for these incoming elementary musicians, and that this email be considered proof of DSOMA’s intent to further pursue this conversation. Additional ideas included using the outreach concerts with junior high students to advance information to incoming students from the elementary level, placing flyers at Watermelon Music, and asking PTAs to send information at school sites. Jenny expressed the need to make some small purchases, and will let Jean know in advance for bookkeeping purposes.

h.      Outreach Concerts: no report

i.         Elementary Strings Workshops: no report

j.        Instrument Coordination: see previous Advocacy discussion

k.       Grant Writing: Marian and Carol are working together to find additional support and will report back at the next meeting.

l.         Programs: no report

m.    Publicity: Greg discussed the importance of publicity this year, with an emphasis on potential community concerns and the opportunity to promote events and concerts in the local media and to targeted groups. He feels strongly that the parcel tax will require community effort to pass successfully. Pablo suggested using social media as a way to promote the strings program in a manner that is most effective. The need for technical expertise and constant oversight was discussed. The question of whether to focus on internal or public groups was asked and discussed.  Pablo suggested presenting sequential clips that reflect ensemble progression towards mastery on musical passages. Also discussed was the question of how to access a parent for publicity volunteer. Marian and Pablo will collaborate on drafting an email for recruitment purposes.

n.      Website Coordinator: Marian is checking on overall website satisfaction. Others expressed their satisfaction with the posted calendar.

o.      Chang Program Coordinator: More students are being recommended while many high school students are waiting. Discussion continued about how to get the word out about Chang opportunities at a large scale level. With an enlarged program, program volunteers will need additional assistance. Lani stressed the need for a clear process that addresses the needs of a growing Chang program. Angelo is concerned that a bottleneck exists of high school students that are awaiting placement with students yet communication has not been fully implemented.  With his belief that it is easiest to send information via emails and flyers, this process should be expedited. He asked that DSOMA step forward and handle this situation as quickly as possible. Director schedules are currently impacted. Lani repeated that as the Chang program expands, DSOMA needs to create a determining process for individuals looking to participate in this outreach program. Stephanie Yang has agreed to attend a meeting with Lani, Marian and Alyssa Meyer to share her expertise.

p.      Scrip Coordinator: ongoing

q.      Recordings/DVD: Rosanne is awaiting confirmation.

r.        Parcel Tax Update: Greg reviewed the history of the parcel tax situation. DJSUD will be soliciting input, and Greg reiterated that the board recognizes the importance of community in this process. Following a poll in October or November, the trustees will create a resolution and then committee work will commence sometime in January.  Greg shared potential ballot text and district facts gathered from the DJUSD website. He outlined projected volunteer needs along with ideas for positive community outreach, and asked volunteers to contact him to express their willingness to participate as parent activists. DSF will be a participating member in the upcoming Greatest Bicycle Parade on October 2nd. Greg will share information with everyone regarding this event. Discussion included whether DSOMA needs to approve a formal motion in order to publically support this and other events.

Directors’ Reports

In response to an email, Greg noted that he will be changing the March 28, 2012 carrousel fundraiser date because of a potential conflict with a Wennberg rehearsal. Beyond the items discussed previously in tonight’s meeting, Angelo said that he currently has several projects in motion.

The meeting was adjourned at 9:37 P.M.

Next Meeting:

Date: Monday, October 17, 2011

Time: 7:30 P.M.

Place: IPAB, Davis Senior High, Davis, CA

In attendance:

Board Members

Marian Bilheimer, President

Rosanne Bernardy, CD/DVD

Lani Fulcher, Director-at-Large

Carol Mathisen, Secretary

Mary McNally, JHS Treasurer

Deena Stanley, DHS Treasurer

Jenny Decker, Director-at-Large

Pablo Ortiz, Director-at-Large

Orchestra Directors

Angelo Moreno, DHS/HJHS

Greg Brucker, EJHS/HJHS

Orchestra Volunteers

Carol Rexroth, JH Treasurer

Diego Yankelevich

Koling Chang

Brooke Saito

Bubby Bajwa

Janet Kappes

Stephanie Yang

Shelli Porterfield

Cristina Trujillo

 

DSOMA Board Meeting

Monday, October 17, 2011

IPAB, Davis Senior High, Davis, CA

Welcome and Introductions

President Marian Bilheimer called the meeting to order at 7:35 P.M.

September DSOMA Minutes

After reviewing the minutes from the DSOMA meeting on Monday, September 19, 2011, Pablo moved to accept the minutes, and Marian seconded his motion. The minutes were approved as amended and will be forwarded for posting online. The minutes from tonight’s meeting will be forwarded online for review and presented for approval at the November 14, 2011 meeting.

Directors’ Reports

Greg proposed moving the monthly DSOMA meetings to include the junior high sites as was done during the previous school year. Marian clarified the need for overhead projection. Greg will send out potential dates for site availability. The DSOMA website as well as both meeting minutes and agendas will also have prominent reminders (in bold) to reinforce meeting locations. Greg presented a summary of student progress in the ensembles at both Emerson and Harper Junior High.

Angelo reported that the Davis High and Holmes auditions are completed, and all students have been seated. Jean said she has received a fair amount of invoices and inquired if the majority have been turned in yet. Angelo will provide names of ringers for Jean, and also explained the experience that Matthew Grasso provided to student musicians. He outlined recent collaborations with Mondavi including a cello master class and a generous donation of tickets worth approximately $2,500 for the San Francisco Symphony performance. He showed a sample group photo from the recent photo session for the Baroque ensemble at the UCDavis Arboretum which will be forwarded to Strings Magazine in conjunction with a follow up interview. The Baroque Ensemble recently enjoyed a good opportunity for an early in the season performance at the Cool Davis Festival. Angelo has been invited to be the middle school director for the Honors Orchestra that will rehearse and perform in Sacramento the first weekend in February. Christian Baldini will direct the high school ensemble for this same event. Jean reminded both directors to watch for funding needs and remember that DSOMA has allocated scholarship funding for honors ensembles. Angelo has been nominated for recognition by the Choral Program at their upcoming 25th annual event on November 13th. The recent fundraising dinner for the DHS trip was successful. It filled the Holmes cafeteria, included a silent auction and raffle, and brought in about $2,000 in funds after expenses. Members of the high school symphony and Angelo have been invited to perform with the Mondavi Outreach production of Green Eggs and Ham in the Mondavi’s Little Theater on December 10, 11, 12 and 13. The Chamber Orchestra will do an outreach performance in conjunction with the DHS Dance Team one week prior to the Winter Concert, including a rendition of VanHalen’s classic hit Jump. Other high school fundraisers include Halloween-grams and tamale sales. Tamale orders are due this Friday, priced at $22 per dozen with $10 going to fundraising. Holmes Junior High musicians and volunteer chaperones enjoyed their Sacramento field trip last Friday. The Sacramento Philharmonic graciously revised their rehearsal schedule to accommodate them, and Old Sacramento provided the backdrop for pizza after a short walk from the rehearsal.

Subcommittee Reports

a.       Executive: no report

b.      Advocacy/Parcel Tax: Hiram explained how the Measure W parcel tax generates funds for the elementary music program, and is due to expire this year (2012), He shared enrollment data that reflects the steady growth of the elementary music program, with approximately 600 strings and 400 band student musicians receiving elementary instruction this school year. Data collected during the last few years reflects that about 50% of all elementary students participate in music during their intermediate years. His information also showed orchestra enrollment by grade level cohorts from 2005-2012 and also broke down enrollment data at the junior high schools. The organizing committee is looking for representatives from boards such as DSOMA, and is trying to get organizational components into place as people move into the months of November and December. Greg provided additional information from his perspective as a DTA site representative, and encourage people to get involved by phone banking, walking precincts, and coordinating school site volunteers. Mary McNally volunteered to represent DSOMA at these community meetings. Hiram encouraged everyone to offer into to DJSUD trustees and suggesting looking to the district web site for additional information regarding funding and programs such as music, science, reduced class size, etc. He concluded by stating that Ximena Jackson was able to successfully outreach to 20 families by providing home language support.

c.       Treasurers: Jean summarized fall fundraising. JHS donations are over the anticipated income amounts while high school donation came in slightly lower than projected on the budget. Extra donations will be used to complete funding needs. The purchase of administrative supplies covers the need for checks, stamps and other office materials that should last for a few years. The instrument repair budget has been completely spent. Angelo wondered if additional funding should be voted upon but Jean provided reassurances that the need appears to be satisfied or okay at this point in time. Greg was able to successfully move Gumball Grant funds to Watermelon Music. Approximately $113 remains out of the original $1,000 in that account. DSOMA’s taxes are due by November 15th. Jean is working with the accountant and estimates accounting costs will be fairly similar to the previous year’s. Jean asked volunteers and board members to keep track of their time and inform her as soon as possible regarding volunteer hour totals. Jean and Carol will attend the St. Martin’s benefit concert on Sunday, November 6th to represent DSOMA.

d.      T-shirts: Diego will order a few more T-shirts for Holmes Junior High musicians. Orders for Pinocchio and DHS T-shirts need to be placed. Jenny suggested ordering adult sizes for fundraising sales.

e.      Fundraising: The calendar project has been tabled for this year but discussion centered on saving the template and continuing work on this project. This must be accomplished before the start of school, and all funds would be directed towards DSOMA. Both directors agreed to participate with this project and supported finishing it by the end of the current 2011-2012 school year. Rosanne underscored the importance of timing fundraisers for optimal sales. In response to volunteer input, Marian clarified that both calendars and program T-shirts could provide opportunities for fundraising. Efforts at fundraising on campus and Rotary Raffle participation are ongoing, and Angelo is awaiting responses. Jane confirmed that scheduled monthly events continue for the Seattle trip.

f.        Grant Writing: Jean wrote to Target and has asked for $5,000 but has not yet received a response. Shelli Porterfield will provide assistance and volunteer support to meet deadlines for both the Rotary and DSAF grants. Jean discussed coverage of costs, such as the current $6,800 for the Pinocchio outreach concerts, and elementary outreach and instrument repairs. Approaching deadlines are listed on tonight’s agenda.

g.       Field trips: At this time, 89 students and 13 chaperones have committed to participating on the spring high school field trip to Seattle. Jane explained the trip costs of 103 people multiplied by $950 each would then equal $97,850. Jane explained the income/expense monthly grid plus any potential additional expenses and communications to families. Approximately $15,555 remains to be raised, and any additional income would reduce the full price pledge made by 59 of the attendees. Holmes field trip information was previously reported by Angelo during his report. Greg expressed concerns about this year’s Golden Empire Festival. Emerson and Harper orchestra students will take advantage of 160 free of charge tickets for an event at the Mondavi on Sunday afternoon, November 20th. Other upcoming events include a trip to see the San Francisco Symphony perform with Pinchas Zukerman, Music in the Parks, and Discovery Kingdom. Greg intends to plan intelligent fundraising around a potential parcel tax vote to minimize any negative impact.

h.      Outreach Concerts: Lani reported that contracts for Pinocchio are being finalized, and publicity for the concerts will happen very soon. Lani will discuss possible T-shirt sales with Rosanne.

i.         Instrument Coordination: will inform as needed

j.        Publicity: Phil Daley, UCDavis Department of Music, has volunteered to strengthen connections with the university and the community in support of the strings program. Marian shared his emailed ideas that included creating an audio-visual library and universal DSOMA blog. His ideas align well with previous comments and ideas recently generated by Pablo.

k.       Chang Program Coordinator: Lani reported that Alyssa feels confident that the program is under control. Angelo will be facilitating a meeting with the tutors, who will be given more responsibility. Student issues are being resolved. 7 tutoring “sets” are in place, 4 are being processed, and 5 remain to be filled. DSOMA is serving the intended population with this program. No changes to the process are planned for the immediate future but language needs are being assessed. All instrument inquiries should go to Jenny. Lani requested that both the process and Alyssa receive support. Angelo agreed that he views the program as “under control” based upon student tutor feedback. Lani suggested that DSOMA may need to make decisions about the future direction of the Chang program. The need continues for a bass tutor. Greg also shared the need for additional CODA musicians.

l.         Scrip Coordinator: Activity was described as minimal.

Other

Marian responded to questions from Jean regarding Wennberg. Greg requested inclusion on all emails related to this event for planning purposes.

The meeting was adjourned at 9:40 P.M.

Next Meeting:

Date: Monday, November 14, 2011

Time: 7:30 P.M.

Place: IPAB, Davis Senior High, Davis, CA

In attendance:

Board Members

Marian Bilheimer, President

Jean Kridl, DSOMA Treasurer

Rosanne Bernardy, CD/DVD

Lani Fulcher, Director-at-Large

Carol Mathisen, Secretary

Mary McNally, JHS Treasurer

Deena Stanley, DHS Treasurer

Jenny Decker, Director-at-Large

Pablo Ortiz, Director-at-Large

Orchestra Directors

Angelo Moreno, DHS/HJHS

Greg Brucker, EJHS/HJHS

Orchestra Volunteers

Hiram Jackson, Liaison

Carol Rexroth, JH Treasurer

Jane Pinckney, Seattle

Diego Yankelevich, T-shirts

Koling Chang

Brooke Saito, Scrip

Janet Kappes

Stephanie Yang

Shelli Porterfield

Reem Awad Rashmawi

 

 DSOMA Board Meeting

Monday, November 14, 2011

IPAB, Davis Senior High, Davis, CA

Welcome and Introductions

President Marian Bilheimer called the meeting to order at 7:38 P.M. and led introductions.

October DSOMA Minutes

The minutes from the DSOMA meeting on October 17, 2011 were presented for review. Action items were reviewed as well. Mary McNally will be attending the parcel tax kick-off fundraiser on Wednesday evening at Delaine Eastin’s Davis home. Jean has received volunteer hour summary information and clarified that taxes will be filed tomorrow. Diego has ordered shirts for both HJHS and DHS. Marian motioned to approve the October minutes. They were accepted by acclamation and will be forwarded for posting online.

Committee Reports

a.       Executive: no report

b.      Advocacy/Parcel Tax: Hiram Jackson will join Mary and Greg at a kick-off party at Delaine Eastin’s home in Davis this Wednesday for the parcel tax. DJUSD trustees will vote on parcel tax ballot text this Thursday evening. Greg asked that DSOMA send a representative to the upcoming meeting to voice support. Hiram will possibly make a statement. Jean encouraged others to email personalized statements of support to board members. The bulk of the campaign will begin in February.

c.       Treasurers: Jean shared the treasurer’s report, bringing attention to line 73 (instrument purchases) and line 74 (instrument repair). Jenny voiced her “vote” for no more purchases until inventory spreadsheets have been made available. Greg will work on his numbers to show need. Jean advocated moving forward on repairs but waiting to formally allocate funds. Jenny will contact Phil at UCD after the Thanksgiving break to discuss accessing unused instruments. Jean is working on the recent $980 accounting bill, up from the previous year’s charge of $700. She suggested exploring an alternate situation for next year.

d.      Concerts: Greg’s concert for the Emerson and Harper orchestras will be Monday, December 5th at the IPAB. Greg will do emcee notes for Superintendent Robeson. Concert volunteers are arranged. Greg led a discussion involving the pros and cons of public recognition of donors. Jean can generate a list by extracting information from Quick Books. Phil offered to share templates and suggested omitting the year of the donation on programs. Jean asked that donations received at concerts be kept separate and formally counted using an appropriate form. Arrangements were made for decorating the IPAB. Angelo has booked his emcee for the Holmes orchestras and has programs being produced by Sharon Inkelas and Eun Cho. Jean and Mary will provide a donor list, and Marian asked that people respond to emails asking for volunteer support.

e.      Grant Writing: Shelli was thanked for stepping in and helping with grant writing. Target will be submitted next year, and Rotary will inform DSOMA on November 30th regarding their status. Both Rotary and DSAF grants were submitted on time. Shelli will contact Sac Region regarding extending deadlines and will also explore underwriting from local banks. Jenny explained the smaller Target fieldtrip grants that can provide $700 per school site.

f.        Field trips: After reviewing events and scheduling, Marian asked that the directors update the calendar for accuracy. Jane spoke about the DHS trip to Seattle, and gave details regarding tamale sales (about $1,500), See’s Candy and Avon. Fundraising has become fragmented. She is developing a Winter Fundraising Packet with order forms that will be due back after Thanksgiving vacation on December 2nd. Orders would be returned before the commencement of winter break. Jean clarified that DSOMA is not sales tax exempt and asked that Nicole (Avon) receive clarification regarding coverage of sales tax costs. Jean has left a message for Nicole so they can meet and resolve any lingering financial questions, and will await clarification from the Board of Equalization as well. The benefit concert at St. Martin’s brought in a check for $1,300 as DSOMA’s share of proceeds. Pablo, Diego and Carol will connect regarding the Christmas Eve Peet’s fundraiser. Greg discussed the generous donation by UCD of approximately 125 floor seating tickets so that junior high musicians can attend this Sunday’s UCD Symphony performance. His next scheduled trip will take place on January 29th to San Francisco. He has submitted Golden Empire forms. Jenny spoke about the upcoming Holmes fieldtrip on November 29th.

g.       Outreach Concerts: Lani shared updated scheduling and budget information. There will be only one Saturday performance due to the narrator’s availability. DSOMA can fill the theater if more shows are added, and gave reassurances that additional performances will not pull numbers away from the Saturday show. Jenny pointed out that the junior high schools do not have access to the free weekday performances. Originally budgeted for $6,250 but currently at $7,800, an additional $1,500 is needed. Jean clarified current puppet contract details, and looking at ways to conserve materials and costs in future years was discussed. In the interest of serving the Davis community, Lani motioned to increase the number of weekday outreach shows from 2 to 4, Marian seconded, and the motion was approved.

h.      Instrument Coordination: This discussion was moved to a later time and will include past history of placing donations and quality issues.

i.         Publicity: Phil Daley discussed possible sharing of unused UCD instruments. He is looking forward to assisting DSOMA with publicity and ways to look at the “big picture”. He will speak in greater detail at the next meeting regarding the possibility of setting up a blog.

j.        Chang Program Coordinator: no report

k.       Scrip Coordinator: Jean provided an update that Nugget is doing well but needs more participants to sign up. New people would like information on how to designate DSOMA as a recipient. Jean is trying to straighten out contact information and passwords for the coordinator/administrator. Jean will email an informational half sheet to Brucker and Rosanne. Adding another line to the emcee notes was discussed. Shelli volunteered to assist the scrip coordinator.

l.         DVD/CD: Rosanne said everything is okay with audio/DVD recordings. She is waiting for confirmation from Jeff. Brucker offered to touch base regarding this as well.

Directors’ Reports

Greg reported on expected expansion from 112 to 140 over the upcoming years. Hiram and Jenny met with district staff. A .2 FTE has been added at the elementary level. Current staffing reflects 1.2 FTE for orchestra and 2.0 for band. There are approximately 600 students involved in strings and 400 in the band program. Greg received an email from Susan Lovenburg informing him that he has been chosen for recognition of his advocacy of the arts by California Forward.

Other

The meeting was adjourned at 9:45 P.M.

Next Meeting:

Date: Monday, December 12, 2011

Time: 7:30 P.M.

Place: IPAB, Davis Senior High, Davis, CA

In attendance:

Board Members

Marian Bilheimer, President

Kim Schmidt, Vice President

Jean Kridl, DSOMA Treasurer

Rosanne Bernardy, CD/DVD

Lani Fulcher, Director-at-Large

Carol Mathisen, Secretary

Deena Stanley, DHS Treasurer

Jenny Decker, Director-at-Large

Mary McNally, Director-at-Large

Orchestra Directors

Angelo Moreno, DHS/HJHS

Greg Brucker, EJHS/HJHS

Orchestra Volunteers

Carol Rexroth, JH Treasurer

Jane Pinckney, Seattle

Shelli Porterfield, Grant Writing

Phil Daley, UCD Volunteer Liaison

Patty Yeung

 

DSOMA Board Meeting

Monday, December 12, 2011

IPAB, Davis Senior High, Davis, CA

Welcome and Introductions

President Marian Bilheimer began the meeting at 7:35 P.M. and led introductions.

November 2011 DSOMA Minutes

The minutes from the DSOMA meeting on November 14, 2011 were presented for review. Marian motioned to approve the November minutes as amended. Pablo seconded her motion. They were accepted and will be forwarded for posting online.

Directors’ Reports

On behalf of Greg, it was reported that the recent Mondavi field trip had many participants from the Emerson and Harper Junior High orchestra students. Their winter concert also had great attendance. They are at least ¾ of the way towards their fundraising goal for the upcoming field trip to San Francisco on January 29, 2012. Greg is also working towards organizing groups of volunteers for precinct walking in support of the proposed parcel tax. At this point, the discussion changed topic to allow Hiram to elaborate on Measure C and answer questions.

Measure C

Measure C basically involves a renewal of Measures Q and W, which previously supported the continued funding of elementary music. Hiram shared copies of the full ballot text with a 5 year renewal cycle that will align with a full ballot election to minimize costs to the district. Ballots will be sent out on February 6, 2012 and are then due by March 6, 2012. Measure C carries the exemptions for residents 65 years or older as well as SSI recipients. The first paragraph of the full text will likely be seen on the ballot as well. Marian will include words from Hiram in the emcee notes at the upcoming winter concerts. Measure C will require greater than 67% approval for passage. Phone banking will begin in January as part of a community effort to support a strong vote in favor of Measure C. Jenny moved for DSOMA to endorse Measure C, Mary seconded, and her motion passed. Phil suggested providing a “talking sheet” that would be useful for DSOMA volunteers. Hiram agreed to create this for helpful reference. Hiram also recommended referring to the yesforourstudents.org website.

Directors’ Reports (Cont.)

Angelo gave a review of the recent Baroque ensemble performance in Antelope and his decision to focus future outreach concerts within the Davis community. Baroque will be playing at UCD in conjunction with the Messiah event and again on January 29th. Angelo explained that the Baroque musicians will benefit from the generous donation of 35 tickets worth approximately $2,000 to enable them to see the Messiah performance following their lobby concert. He provided updates on collaborative plans between the Chamber orchestra and the DHS Dance Team as well as updates on the Symphony and Pinocchio Outreach planning. He also provided feedback on his recent Green Eggs and Ham joint venture with UCD and the Mondavi. The invitation to participate in this family “kids” concert currently playing at the Mondavi reflects the level of trust and respect towards the high school strings program by the university. Michael Morgan from the Sacramento Philharmonic recently stepped in as a guest conductor with the Symphony orchestra. Joe Landon, a Davis resident and also part of the California Arts Alliance, will perform emcee duties for the winter concert. The Concerto competition will be held on Wednesday, January 11th at the IPAB. Angelo is working on scheduling the judges for that event and is considering pianist Lara Downes as well as Kern Holloman. Angelo expressed his thanks to Phil for providing the Holmes students with 90 tickets for preferential seating at the UCD Symphony concert. Students were also able to see the San Francisco Symphony in their recent performance.  He is busy preparing all students for the upcoming winter concerts. Retired DJSUD music teacher Margaret Neu will emcee the Holmes winter concert. Recent publicity that supports the local music program includes the DHS Rent-a-quartet, Green Eggs and Ham, a Sacramento Bee article that discussed Angelo and his programs along with the parcel tax, and a student-generated DHS Winter Concert commercial.

Committee Reports

a.       Treasurers: For budget highlights, Jean reported that fundamentally little has changed. After some objections from the accountant, they reached a compromise and charges were readjusted to $780. Last year’s fee was $700. Jean continues to recommend changing to a new source but also said DSOMA could set up the figures to facilitate future accounting. The harpsichord continues to be listed as a DSOMA asset and remains locked in Moreno’s office. She provided information on the $320 received in concessions from the Emerson/Harper concert, $100 in the budget for publicity, and the request for violas and cases from Greg.

b.      Fundraising: Jane presented an update on the spring Seattle trip and reviewed income and expenses. There are 87 students and 12 adults that will participate. $30,931 has been collected. Gross fundraising revenues stand at $6,289. Fundraising costs to date are $1,928. She is exploring changes in lodging that would reduce the transportation costs and improve the enjoyment factor and reviewed upcoming fundraisers. She shared the offer to collaborate with the Davis Chamber of Commerce for the Flavors of Davis. Questions included if we are meeting the expected percentage of parent pledges and if there has been a reconciliation of that data? Fundraising expectations per EdCode language was reviewed. Jane explained that the deposit of $16,068 due to Alaskan Air tomorrow will be placed on her personal credit card. Jean began a discussion involving the need to continue fundraising in good faith and the question of whether to consider DSOMA making an additional contribution. Jane does not want to deluge families with paperwork but recognizes the necessity of reporting on the amount of funding that is still required for this trip. Angelo suggested reminding families of tax benefits of donating, selling of Pinocchio T-shirts and a formal request letter as additional avenues to secure funding.

Jean moved to continue fundraising with DSOMA prepared to make up the difference in funding, and to advise Jane to move forward with payment of the plane deposit. Jenny seconded, and the motion was approved.

Diego provided and update on the Peet’s fundraising opportunity for the week of December 17th through 24th. He is coordinating dates with the downtown manager (Janiera) and is still waiting for discussions with the Marketplace Peet’s manager (Julia). Peet’s will offer their regular coffee free of charge on December 24th with the hope that customers will give more generously to DSOMA.

c.       Concerts: Already covered during Directors’ Reports.

d.      Outreach Concerts: No report at this time.

e.      Instrument Coordination: Purchase requests include Greg’s need for 4 violas and approximately $750 for instrument cases. Rosanne mentioned a possible instrument donation. Kim also needs a 12” viola at the elementary level.

f.        Publicity: Phil Daley will be talking about the next focused publicity push, and would like to donate a box containing about 100 unused replacement strings.

g.       Programs: These have already been done and look good. Tom Estes has inquired about accessing program art for the CD/DVDs.

Other

In addition to the Honors Orchestra at UOP, Angelo has just turned in 45 applications from students in both the Holmes and DHS strings ensembles for the Capital Section orchestras that will perform in early February.

There are a few extra T-shirt for both Holmes and DHS orchestras.

The meeting was adjourned at 10:00 P.M.

Next Meeting:

Date: Monday, January 16, 2012

Time: 7:30 P.M.

Place: IPAB, Davis Senior High, Davis, CA

In attendance:

Board Members

Marian Bilheimer, President

Kim Schmidt, Vice President

Jean Kridl, DSOMA Treasurer

Pablo Ortiz, Director-at-Large

Rosanne Bernardy, CD/DVD

Lani Fulcher, Director-at-Large

Carol Mathisen, Secretary

Deena Stanley, DHS Treasurer

Jenny Decker, Director-at-Large

Mary McNally, Director-at-Large

Orchestra Directors

Angelo Moreno, DHS/HJHS

Orchestra Volunteers

Carol Rexroth, JH Treasurer

Jane Pinckney, Seattle

Shelli Porterfield, Grant Writing

Phil Daley, UCD Volunteer Liaison

Diego Yankelevich, T-shirts

Mary McDonald

Hiram Jackson, Advocacy

 

DSOMA Board Meeting

Monday, January 16, 2012

IPAB, Davis Senior High, Davis, CA

December DSOMA Minutes

The minutes from the DSOMA meeting on December 12, 2011 were presented for review. Marian motioned to approve the December minutes as amended. Jenny seconded her motion. The minutes were accepted and will be forwarded for posting online.

Directors’ Reports

Angelo reported that he has submitted MP3 files along with other materials for the DHS and Holmes Advanced groups. Joe Landon, recent emcee for the winter concert, submitted an article to the school board praising the string program and advocating for music programs statewide. Seating auditions have begun. Angelo is working on introductions at the junior high school in advance of the high school auditions. Beginning Monday, March 12th, these visits help to create a personal connection and facilitate discussions about trips and any other questions. Golden Empire Festival is scheduled for Saturday, March 17th. Angelo shared the winning content for the school board essay written as a poem by Holmes Junior High School ninth grade student Lillian Holmes. He will follow up the recent Baroque performance at the Mondavi by arranging for informative plaques to compliment the harpsichord. The Baroque ensemble will be playing on January 30th at the University Retirement Center. Strings magazine has published a follow up piece on Angelo and the Baroque ensemble that contains interesting parallels between Angelo and an instructor at Juilliard. Chamber orchestra is performing outreach at North Davis Elementary and enjoyed a recent guest violinist that was appearing at the Mondavi Center. The DHS Symphony is working on the upcoming Pinocchio outreach concerts. Eunghee Cho won the recent DHS concerto competition and will perform at this year’s annual Wennberg. Angelo gave both Spencer Park and Ben Jin honorable mention and will invite Spencer to perform at the Finale Concert. Angelo sent an email that spotlights DHS graduate Isabel Ortiz providing music for a film. The Holmes outreach concerts to elementary sites have begun. Jane recommends the second Tuesday following winter break as the most optimum date for outreach concerts at North Davis.

Committee Reports

  1. Advocacy/Parcel Tax: Hiram discussed the mail-in ballot that will be sent out on February 6th and must be returned by March 6th. DSOMA will support volunteer phone bank efforts on February 16th as well as on two scheduled Saturdays for precinct walking. Information regarding the parcel tax and volunteer opportunities will be placed on the listserv.
  2. Fundraising: Joe Grafton shared ideas that had been generated within a small group discussion. Marian suggested attaching a parent to each event in order to solidify follow up or to create a single point person to facilitate each committee. Joe suggested adding this role to an existing DSOMA board member or creating an entirely new position. Rosanne recommended specificity when outlining fundraisers and tasks associated with fundraising. Jenny cautioned that single events or tasks can generated an exceptionally large amount of volunteer hours to complete. The benefits of calendaring events and fundraisers as early as March of the previous year was discussed. Sharon encouraged everyone to carefully consider major fundraisers versus smaller or minor fundraisers.  Other discussion included the competitiveness of fundraising in the Davis community and Angelo’s suggestion to think globally in order to expand the fundraising base, and thereby potentially increase the amount of funding. Rosanne cautioned that the responsibility for fundraising is a major function of DSOMA but could also be a substantial workload to place upon a new board member or volunteer. This item will be placed on the February agenda for continued discussion.

Jane explained the reason for the cancellation of the March 2nd Odd Fellow’s reservation. The Davis chamber of commerce has offered DSOMA 75 tickets that can be sold for $40 each, and will be the recipient of the Chamber’s Taste of Davis fundraising event. Jane projected that DSOMA may benefit from this event by $3,000 to $5,000. Incentives for students were discussed. Jane will also provide an update on the Seattle trip at the DSOMA meeting in February.

Pablo reported on the Peet’s fundraiser. It went well and was well-funded by donations. His suggestions for improvements in future years included encouraging the directors to line up student musicians earlier and to encourage all levels of musicians to participate. Booking groups by mid-November will ensure an ample level of participation and student support.

  1. Concerts: Suggestions for improvement included additional programs and adequate seating for the DHS winter concert as the size and scope of this event continues to expand. Eun Cho will be graduating out of the program as a volunteer so Angelo stated that a new program designer will be needed for the 2012-2013 school year.
  2. Outreach Concerts: Both Lani and Angelo provided updated information on the Pinocchio outreach concerts. Lani would appreciate help in placing Pinocchio posters around town that “advertise” the Saturday performance. DCTV will record and Russ will place projection equipment. Tickets for the Saturday show will cost $5. Discussion continued regarding the idea that next year donations will be asked for from classroom teachers. Lani is also continuing her work on organizing the Elementary Strings Workshop.
  3. Instruments: Jenny reported that the instrument spreadsheets are cleaned up and clarified that certain instruments previously situated at Emerson were converted to Baroque.
  4. Wennberg:  Angelo has received a second estimate for $1,300 to use Grand Tier space for a reception. Joe is waiting for a response from the Conference Center as well regarding another potential space for a reception. Kern Holoman has agreed to perform emcee duties.

The meeting was adjourned at 9:46 P.M.

Next Meeting:

Date: Monday, February 20, 2012

Time: 7:30 P.M.

Place: IPAB, Davis Senior High, Davis, CA

In attendance:

Board Members

Marian Bilheimer, President

Pablo Ortiz, Director-at-Large

Rosanne Bernardy, CD/DVD

Lani Fulcher, Director-at-Large

Carol Mathisen, Secretary

Deena Stanley, DHS Treasurer

Jenny Decker, Director-at-Large

Mary McNally, Director-at-Large

Orchestra Directors

Angelo Moreno, DHS/HJHS

Orchestra Volunteers

Jane Pinckney, Seattle

Shelli Porterfield, Grant Writing

Hiram Jackson, Advocacy

Sharon Inkelas, Programs

Jason Lin, Website

Joe Grafton, Fundraising


DSOMA Board Meeting

Monday, February 20, 2012

IPAB, Davis Senior High, Davis, CA

January DSOMA Minutes

The minutes from the DSOMA meeting on January 16, 2012 were presented for review. Marian motioned to approve the January minutes as amended. Jenny seconded her motion. The minutes were accepted and will be forwarded for posting online.

Directors’ Reports

Angelo reported that HJHS has scheduled their Golden Empire Festival in March and will receive adjudicated feedback prior to Wennberg. Angelo has also emailed Pinocchio information. He toured district classes to recruit for auditions. He may need volunteers to facilitate that process during the first week of March. Many high school musicians took advantage of recent discounted tickets to see Rachel Barton at the Mondavi. Curtis on Tour will be performing for the high school symphony on Friday, March 9th as well. The wind players benefitted from a master class with a professional clarinet player. Angelo reviewed recent standout performances by All State musicians and by Eunghee Cho, winner of the Jammies concerto competition. The Baroque ensemble gave a recent performance at the University Retirement Center. Lara Downes has contacted Angelo regarding the high school symphony performing an outreach concert at the Mondavi’s Jackson Hall next year in May. Angelo will be looking at this opportunity in conjunction with the overall calendar. The Baroque ensemble has again made the latest edition of Strings magazine, featuring a parallel interview between Angelo and a Juilliard instructor. Angelo gave an update on the Pinocchio outreach concerts, mentioning the outstanding puppetry and the incredible technical support provided by Russ Hobby. Phil Daley is working with the Davis Enterprise regarding an article on the concert as well.

Greg offered to provide updates throughout the rest of the discussion in order to allow for additional Wennberg discussion.

Committee Reports

  1. Advocacy/Parcel Tax: Greg encouraged everyone to turn in their ballots in a timely fashion. Making sure that all possible ballots are turned in before the March 2nd deadline is important, and everyone’s efforts are critical to this measure’s success. Greg suggested contacting older music students that may have graduated from the program and are now of voting age. Hiram wrote an article in support of music in the schools that was published in Sunday’s local paper and posted online. Phone banking continues. Once a ballot has been submitted, the name is removed from the “call” list.
  2. Treasurer’s Report: Jean questioned whether or not all money collected for CD/DVD sales is reflected on the current budget report.  Jean also wanted to clarify that the $6798 in donations reflects approximately $4,800 from Peet’s. Jean is recommending a stronger and earlier focus on organizing for this fundraiser if it occurs next year. More checks and postage is a reflection of the increased cost of doing business and an expanded program. She recommends raising the amount allocated for administrative expenses for next year. Jean also expressed her hope that the district be timely in their submission of invoices. Regardless of the Saturday box office take, the Pinocchio outreach concerts will cost more money than in previous years. Instrument repair costs are currently running in excess of the budgeted amount. Jean hopes that there are few repair costs remaining this year and suggested money could be moved from “purchasing” or other categories to “instrument repair” if necessary. This budget adjustment is not necessary at this time but Jean has asked for emails to inform her regarding other expected repair expenses. Angelo will contact Devon regarding bows that are being repaired. Jean will also email Hiram regarding the engraving of the honor ensemble plaques. Jean also discussed strings purchasing by mid-April with both directors.
  3. Fundraising/Fieldtrips: No update was provided.  Jane reviewed the Seattle itinerary, including a campus visit, touring Seattle’s downtown and the Saturday events with a performance and awards dinner. Instruments will be transported via U-haul. She provided an update on the fieldtrip’s budget as well. The overall trip cost for each student has decreased to $892. The increased hotel cost was more than offset by the reduced transportation expense. Jane asked for direction regarding clarification of final trip details. Greg reported that the EMHJHS students are in the middle of elementary outreach and preparations for Golden Empire.
  4. Instrument and Score Coordination: No report.
  5. Website Coordination: No report.
  6. Chang Program Coordination: No report.
  7. Scrip Coordination: Jean asked that an email being sent on the listserv to help donors clarify their intention to donate for DSOMA to Jean.
  8. Outreach Concerts: Lani is working on the elementary outreach concerts. She’d like an additional volunteer to assist with the tickets for the Saturday Pinocchio concert and mentioned a need for oversight during the snack break for students on Thursday and Friday. Jenny may be able to assist during the week. Lani will also set up a DSOMA table in the lobby for Saturday’s concert to promote parcel tax support.
  9. Wennberg: 

(1)    Is Phil Daley informed regarding Wennberg progress? Angelo replied that Phil appears to be moving forward with various tasks. Jenny suggested that Phil also look into getting the information on the elementary listserv and to school site PTAs as well. Angelo expressed the idea that Pam Mari might approve sharing information with district teachers via email as well. Marian asked Pablo to work with Phil in this area. Amanda will contact Marian and Russ regarding an electronic Wennberg flyer to be shared with district elementary sites. The contract is due Wednesday, and ticket sales will be timed with the release of information to the elementary school sites.

(2)    The Hyatt has a conference room that is being considered before any final decisions are made; Joe Grafton will provide additional information. Angelo will communicate with Joe. Jenny also suggested checking with the law school for availability.

(3)    Marian will check with Shelli regarding the status of promotional tickets and invitations. Marian will send that list on Google.docs for updating.

(4)    Marian asked to review the schedule of pieces. Greg suggested that for the first half of Wennberg, no chairs or stands will be moved from the stage, thus reducing the amount of time spent on staging. The entire document is available on Google. Greg will discuss backstage staffing with the Mondavi. Discussion also included ways to reduce the amount of time spent by student musicians on site throughout the day as well as possibly dividing the concert itself as options present themselves and the Wennberg evolves. Greg recommended waiting for next year to consider major changes beyond the changes already planned to reduce the overall time of the concert for this year. Pablo underscored that emcee Kern Holoman will be fully aware of keeping his remarks to a minimum. Rosanne suggested using a slideshow to highlight the overall scope of the program or stagger the selection of groups that will perform. Balancing student performance opportunities with the audience experience was discussed in depth. Annie Slabach is working on a promotional Wennberg video.

(5)    Emcee Notes: Marian will work on notes and will share with both directors prior to the performance. Marian is also reviewing backstage directions.

(6)    Jean needs a hard copy of the DSOMA bylaws in order to secure an insurance certificate.

(7)    Marian is working on getting an “internal” contract price. The Mondavi estimate covers all maximum costs but there is every expectation that the total amount will decrease.

(8)    Mondavi will allow DSOMA to collect for CD/DVD orders at a table in the lobby.

The meeting was adjourned at 9:40 P.M.

Next Meeting:

Date: Monday, March 19, 2012

Time: 7:30 P.M.

Place: IPAB, Davis Senior High, Davis, CA

In attendance:

Board Members

Marian Bilheimer, President

Jean Kridl, DSOMA Treasurer

Pablo Ortiz, Director-at-Large

Rosanne Bernardy, CD/DVD

Lani Fulcher, Director-at-Large

Carol Mathisen, Secretary

Deena Stanley, DHS Treasurer

Jenny Decker, Director-at-Large

Orchestra Directors

Angelo Moreno, DHS/HJHS

Greg Brucker, EHJHS

Orchestra Volunteers

Jane Pinckney, Seattle

Amanda Rackerby

  

DSOMA Board Meeting

Monday, April 16, 2012

IPAB, Davis Senior High, Davis, CA

Marian opened the meeting at 7:39 P.M. with introductions.

March DSOMA Minutes

Marian reviewed old business from the previous meeting, and informed the group of recent financial and organizational updates.

The minutes from the DSOMA meeting on March 19, 2012 were presented for review. Marian motioned to approve the March minutes. Pablo seconded her motion. The minutes were accepted and will be forwarded for posting online.

Directors’ Reports

Greg Brucker: Greg read a statement that began by recognizing the volunteer efforts of DSOMA but also called for the creation of a new booster club model and expressed his concerns over the history of the past few years. He proposed a solution that would alleviate previous conflicts by breaking DSOMA into three separate entities: two booster clubs that would support each separate director and a separate Wennberg foundation. He expressed his belief that there have been insurance concerns regarding booster activities which may be in direct conflict with California Ed Code and DJUSD policy. He expressed doubts that leaving DSOMA in its current structure will not guarantee respect, equal support and success in the coming years. He closed by thanking DSOMA volunteers for their years of advocacy and support. In response to questions regarding whether both directors have been served equitably, Greg clarified that he has had difficulties. Greg clarified for Pablo that DSOMA was formed as a nonprofit booster club. The Wennberg Foundation was folded into DSOMA. Greg expressed concerns regarding Wennberg. Jenny said she could provide clarification regarding whether the annual Wennberg event can involve required student participation. Questions involving tax exempt status were also discussed. Greg could not say that non-profit status would be required of proposed booster groups. Additional discussion involved how to divide assets appropriately and in a timely manner should DSOMA dissolve and transition into a different model. Pablo suggested that a fundraising organization such as DSOMA exists for a purpose rather than a specific director. Greg responded with ideas regarding different ways to structure a change that would alleviate his perception of having to run a “shadow organization” and felt that the majority of volunteer hours are not supportive of his program. Kim read the DSOMA mission statement, which Pablo again said supported his understanding of DSOMA’s purpose as being tied to programs and operating independent of any director. Greg felt that what is currently missing is a direct support system that supports everyone. Kim asked that the discussion not be directed towards any individual and asked that concerns regarding how DSOMA functions be addressed separately. Kim asked if he could provide a specific model on paper that would outline his proposed restructuring. Greg stated that he has been cut out of many things and is looking for his opinion to be respected. Jenny also asked for more specifics regarding this change. Greg spoke about his outreach and leadership efforts at the junior high and elementary levels but was also concerned about too many things going on that dilute support. He sees changes as a perfect platform to allow for additional growth and increased focused support. Pablo registered his thoughts regarding the risks of having separate organizations within one small community, including marketing fatigue or “Balkanizing”. Greg recognizes and agrees with that possibility but believes it is not evidenced in other booster groups around Davis that serve and support sites. Greg asked that DSOMA consider next steps and choose which route to follow. Note: the DSOMA board discussed his comments but did not take any action. There was no written proposal or statement submitted.

Angelo Moreno: Jane characterized the Seattle fieldtrip as “fantastic”. The students were organized and timely, and the experience was a positive blend of team-building and musicality. Attractions were perfectly geared for high school students and the entire group benefitted from the weather. Jane will communicate with Jean that there were no additional costs. As a director, Angelo stated that this trip would be a definite repeat and thanked DSOMA for their support to make this trip happen. Angelo will try and place an entertaining video of the trip on the web site. Marian asked for clarification regarding potential dates and participants for the Mark Woods proposal. Angelo explained that the Holmes end of the year concert will be on Thursday, May 23rd and the high school finale concert will be on May 30th. Marian saw that the contract would allow for cancellation prior to 90 days. Jenny moved to accept the proposal to move forward with the down payment of $1,000 with the addition of not purchasing airplane tickets at this time, require that Mark Woods consult with DSOMA prior to purchasing airfare and that as an organization DSOMA will decide upon commitment no later than October 31, 2012. The motion was seconded by Mary, and passed with 9 ayes and one abstention. Carol will check on the supply of graduation ropes. Wennberg feedback was discussed and will be used to improve next year’s event. Lani asked that the minutes reflect her statement of approval for the outstanding work done by the Mondavi’s backstage crew. Angelo made the assertion that the format of the concert is important, and Bubbly made the suggestion that all junior high school groups be given the opportunity to view each other’s performances.

General Discussion

Mark Woods Proposal: Jenny provided a brief summary of the Mark Woods proposal.

  1. Board Makeup for 2012-2013: Marian reviewed the spreadsheet that reflects expected changes for next year’s DSOMA board of volunteers. Retiring members will be leaving, and she gathered the names of key volunteers who expressed interest in continuing their involvement as a board member. Marian asked people to refer to her spreadsheet on Google.docs.
  2. Proposal to restructure DSOMA meetings and redefine the DSOMA role for 2012-2012: A draft proposal contained DSOMA’s mission and expectations, DSMOA board meetings, DSOMA meeting guidelines, and board member and directors’ expectations was shared and discussed. An additional meeting was scheduled for Monday, April 30, 2012 to allow for additional discussion and input from DSOMA board members and volunteers. The location for this meeting will be confirmed via email.

The meeting was adjourned at 11:07 P.M.

Next Meetings:

Date: Monday, April 30, 2012

Time: 7:30 P.M.

Place: To Be Determined

Date: Monday, May 21, 2012

Time: 7:30 P.M.

Place: IPAB, Davis Senior High, Davis, CA

In attendance:

Board Members

Marian Bilheimer, President

Rosanne Bernardy, CD/DVD

Lani Fulcher, Director-at-Large

Carol Mathisen, Secretary

Deena Stanley, DHS Treasurer

Jenny Decker, Director-at-Large

Mary McNally, Director-at-Large

Pablo Ortiz, Director-at-Large

Orchestra Directors

Angelo Moreno, DHS/HJHS

Greg Brucker, EHJHS

Orchestra Volunteers

Shelli Porterfield, Fundraising Chairperson

Carol Rexroth, JHS Treasurer

Jane Pinckney

Amanda Rackerby

Jennifer Bavetta

Bubbly Bujaw

Brooke Saito

Koling Chang

 

DSOMA Board Meeting

Monday, May 14, 2012

IPAB, Davis Senior High, Davis, CA

Marian opened the meeting at 7:49 P.M.

April 2012 DSOMA Minutes

The minutes from the DSOMA meeting on April 16, 2012 were presented for review. Deena motioned to approve the April minutes. Jenny seconded her motion. The minutes were accepted and will be forwarded for posting online.

Conductors’ Reports

Greg Brucker: Greg reported that it has been a good year, and was topped off with success at the competitions. The carousel fundraiser was a success. He is ready for the final concert of the year next week. Next year’s class schedule has changed. Greg said orchestra will be scheduled for the earlier periods at Emerson, and that the numbers are up for next year’s classes as well. He spoke briefly about the struggles with the music situation at MME in South Davis. Hiram and Ximena are working with the Bridge Program and grant writing to assist with students at that site.

Angelo Moreno: The DHS Baroque ensemble played in a combined performance with the Baroque ensemble from UCDavis at the Mondavi Center. The student musicians had exposure to both Phoebe Craig and Michael Sands. This will become an annual event. The Holmes orchestras enjoyed their recent competition and fieldtrip. Parent volunteer Stephanie Yang provided photos of the day’s events. Angelo also shared a recent edition of Downbeat Magazine and the “sweep” of accolades enjoyed by the high school symphony orchestra and soloist Eunghee Cho. The high school program has also been recognized by the Mondavi Center and included in their children’s educational outreach concert series. Both world-renowned Lara Downes and Jeremy Gantor have been instrumental in working with Angelo to facilitate this collaborative process. Angelo has been invited to participate on the high school’s committee to hire a band director to replace Fred Lange as he retires at the end of this year. Work continues on the finale concert. Emcees are scheduled and programs are being produced.

Committee Reports:

  1. Executive: Marian asked everyone to refer to the back of the agenda and review the spreadsheet of volunteer duties. Both Shelli and Sharon have agreed to take on the responsibilities of President and Vice-President for the upcoming year. Marian asked for any other volunteers from Harper or Emerson that would be interested in joining the DSOMA board. Greg suggested that Wennberg be added to Shelli’s responsibilities as incoming President. Hiram has also volunteered to work with the Chang program. Jean felt that two people can handle the responsibilities of treasurer. Greg said he will ask for an additional treasurer volunteer. Angelo asked that Amanda and Qizhi be added as volunteers for the high school fieldtrip. Marian reviewed outgoing or retiring volunteers. Marian discussed using Jane’s handbook as a resource for volunteers to refer to and update as the year progresses.

Greg is creating two calendars and will send information to Jason for posting on the DSOMA calendar. Angelo is working on his dates and will send the information to Jason as well. Jason asked if DSOMA could find another person to assist with web matters as his schedule gets busier. Jean asked if DSOMA could send out a request for a volunteer, and Jason and Greg explained the process briefly. They clarified that it is not difficult to do but does require a time commitment.

Regarding technology, Greg also mentioned that he will only be requiring new students or students with changing information to resubmit their forms. Other volunteers reinforced the importance of acquiring accurate contact information, especially cell phone numbers. Jean also said it can be useful to access the entire list, especially by school site, to find volunteers or answer financial questions. Sharon will contact Russ to get information and training.

Jenny spoke regarding the DSOMA improvement document and said that although she does know that Lani has gone through it with the DSOMA bylaws in mind, she is also concerned that other volunteers have not yet read the document. She is also involved in meetings with district staff. Lani stated the importance of remembering the DSOMA bylaws are meant to grow and govern what DSOMA does. These bylaws are similar to an employee handbook and should educate and guide volunteers. Kim received confirmation that there will be two separate documents if this document is agreed upon by a majority vote. Marian motioned to amend the DSOMA bylaws to have the new board take their offices as of July 1, Mary seconded the motion, and discussion continued with Lani making reference to the requirements for general meetings and the request for the motion to contain language specific to the particular section of the bylaws. After continued discussion regarding the complexity of this motion, Marian withdrew her motion, and it was agreed that work on these proposed changes will continue electronically. Marian motioned to appoint Shelli Porterfield to the DSOMA board for the remaining month, Kim seconded her motion, and the motion passed with 6 yes votes and one no, with no abstentions.  Jean also questioned the wording involving support for “all of the DJSUD’s students”. Historically DSOMA has not provided the same level of support as provided to the junior high and high school programs and she cautioned wording that might obligate a larger commitment. Elementary participation and support is being looked at through Jenny’s discussions with district staff. Sharon proposed a rewording of that portion to explain continued focus on the secondary strings programs. Greg also suggested a change from “asked” to “expected” for wording regarding non-officer DSOMA directors. Kim clarified that she is interested in remaining on the DSOMA board. These documents will be available on Google docs. Jenny asked volunteers to join with herself and Lani as they review the bylaws in preparation for a final DSOMA document.  Greg made recommendations for revisions regarding DSOMA expectations for outreach and Wennberg concerts.  

  1. Advocacy: Hiram shared data showing orchestra enrollment by grade level cohort from 2005 to 2012. There are big enrollments building up in the elementary classes that may translate to larger numbers of seventh graders as they matriculate up through the program. The attrition rate drops significantly as students reach the secondary level. There is a proposed tax initiative on the state ballot that will secure funding for K-12 students. DJUSD faces a significant reduction in funding if the tax initiative does not pass. The following year will require cuts by the district due to a structural deficit if the tax initiative does not pass. Measure A will expire at the end of next year as well. Funding provided by Measure A has optimized participation in the district’s music program. Hiram explained the new deficit numbers added by the recent May revise. He discussed the support provided by the Bridge program at several elementary schools and at DHS, including the arrival of instruments and practice opportunities provided at school sites. This is a separate program from Chang.
  2. Treasurers:  Jean provided a summary of the Wennberg and Seattle field trips. Total Mondavi expenses included approximately $2,000 for labor expenses that have not previously been required. This cost lowered DSOMA’s profit to $201, again significantly lower than previous years. Mondavi also removed the charge for breaking down the shell following the concert in exchange for issues with the sound system. Shelli will research comp ticket charges and inform Jean. After hearing that the profit from pictures will be approximately $500, the actual Wennberg profit will be about $300. Jean emphasized the need to negotiate and reduce future costs. Next year’s Wennberg is currently scheduled for March 23rd which will again occur during spring break. Total income equaled $78,997, total expenses were $14,550, and the $14,550 loss was offset by the $10,000 amount underwritten by DSOMA. Staggering field trip donations was suggested as an answer to securing payment while honoring EdCode and district guidelines. Jean suggested working with the assumption that approximately one third of large field trip costs may not be raised and to plan on finding alternate funding. Kim also suggested defining the installments to increase the amounts of the earlier donations. Planning has begun for next year’s high school trip to Disneyland. Jean asked for any outstanding receipts and charges to be turned in to her in a timely manner. Greg suggested using Office Max as an alternative to the district repro services. Jean is asking for participants to join her for budget planning.
  3. Fundraising: Shelli recommended early planning of fundraising events for the fall. She also asked if there was interest in doing a large fundraiser, perhaps as an auction, for next year.
  4. Field Trips: See above.
  5. Instrument and Score Coordination: Jenny will coordinate an overall inventory and assessment of the instruments this summer.
  6. Website Coordination: Already discussed.
  7. Chang Program Coordination: Alyssa has matched seventeen pairs. Most of the Chang students will need instruments for the summer. Hiram and Jenny will facilitate.
  8. Scrip Coordination:
  9. Concerts: Marian reviewed concerts and confirmed that all details have been covered.

The meeting was adjourned at 9:49 P.M.

Next Meeting:

Date: Monday, June 18, 2012

Time: 7:30 P.M.

Place: Davis Senior High School, IPAB

In attendance:

Board Members

Marian Bilheimer, President

Kim Schmidt, Vice President

Rosanne Bernardy, CD/DVD

Lani Fulcher, Director-at-Large

Carol Mathisen, Secretary

Deena Stanley, DHS Treasurer

Jenny Decker, Director-at-Large

Orchestra Directors

Angelo Moreno, DHS/HJHS

Greg Brucker, EHJHS

Orchestra Volunteers

Shelli Porterfield, Fundraising Chairperson

Carol Rexroth, JHS Treasurer

Jane Pinckney

Jason Lin, Web/Listserv

Brooke Saito

Hiram Jackson, Outreach


This site provided with the assistance of the Davis Community Network.